Executive Assistant

The Executive Assistant & Facilities Coordinator provides high-level administrative support to executives while ensuring the smooth operation of the office environment. This role includes managing executive calendars, coordinating meetings, handling confidential information, and acting as a liaison to internal and external contacts. Additionally, the position oversees office facilities, supplies, and general administrative support to promote a well-organized and efficient workplace.

ESSENTIAL FUNCTIONS

Responsibilities / Accountabilities listed in order of priority) Executive Support :

• Maintain executive schedules, coordinate meetings, and manage travel arrangements
• Handle incoming calls and communications, determine priority, and direct them appropriately
• Using discretion in sharing the location of executives with others
• Appropriate determination of when to interrupt executive(s)
• Handle sensitive and confidential information with discretion
• Act as a key point of contact for internal and external communications
• Prepare reports, presentations, and correspondence for executive use
• Provide professional administrative assistance to executives, managers, and staff Office & Facilities Coordination :
• Maintain office supplies, track inventory, and coordinate vendor relationships
• Distribute mail, oversee conference room organization, and ensure break areas are tidy
• Maintain and order all supplies for the office.  Establish a system for tracking, checking, ordering, and stocking supplies
• Maintain and order all kitchen supplies and needs, such as drinks, glassware, etc.  and stock refrigerators as required
• Manage security access, order key cards, and coordinate office logistics
• Assist with new hire setups and office moves as necessary
• Support visiting executives and external guests with workspace and office needs
• Support company events, including employee celebrations and meetings General Administrative Support :
• Provide reception coverage, ensuring a professional first impression for visitors
• Assist with document management, filing, and database maintenance
• Organize and maintain business records, ensuring timely retrieval when needed
• Support internal communication efforts, coordinating materials for executive messaging
• Assist with special projects and provide backup support to administrative teams as needed

REQUIREMENTS Experience :  Minimum of 5 years executive administrative support experience, ideally in a legal, financial services or private equity setting. Thorough knowledge of administrative practices and procedures. Successful track record of working and thriving in a dynamic, fast-paced and changing environment that is results oriented and collaborative. Proven ability to effectively support and communicate with top executives, internally and externally. Education : High School diploma required, college degree preferred. Special Qualifications (Certifications) :

Other Requirements : This position requires a proactive, detail-oriented individual who thrives in a dual role supporting executives while ensuring a well-maintained and efficient office environment.